objective arts key reports reports... · chapter 2: kr01 reminder report 1 | p a g e chapter 1:...

OBJECTIVE ARTS KEY REPORTS User Manual for Alameda County

JUNE 17, 2019 PRAED FOUNDATION

Table of Contents

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Contents Chapter 1: Introduction ................................................................................................................. 1

1.1 Scope ..................................................................................................................................... 1 1.2 Objective Arts Software ........................................................................................................ 1 1.3 Overview of Reports .............................................................................................................. 2 1.4 General Overview of Process to Administrate Reports ........................................................ 3 1.5 Establishing Templates for a Report ..................................................................................... 3 1.6 Sharing Template Reports with Other Staff .......................................................................... 4

Chapter 2: Key Report 01 – Reminder Report ................................................................................ 6 2.1 Establishing Templates of the Report ................................................................................... 6 2.2 Running and Interpreting Reports ................................................................................. 11

Chapter 3: Key Report 02 - Caseload Progress ............................................................................. 14 3.1 Establishing Templates of the Report ................................................................................. 14 3.2 Running and Interpreting Reports....................................................................................... 19

Chapter 4: Key Report 03 – Item Impact Report .......................................................................... 21 4.1 Establishing Templates of the Report ................................................................................. 21 4.2 Running and Interpreting Reports....................................................................................... 30

Chapter 5: Key Report 04 - Domain Impact Report ...................................................................... 34 5.1 Establishing Templates of the Report ................................................................................. 34 5.2 Running and Interpreting Reports....................................................................................... 39

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Chapter 2: KR01 Reminder Report

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Chapter 1: Introduction

This User Manual identifies four Objective Arts Key Reports for use with CANS and ANSA Data by

Alameda County and its Providers. This User Manual is a result of a project with Chapin Hall, Cardenas

Group and an Alameda County providers’ work group. The goals of the project included the following:

a. Identify Key Reports Formats: Identify reports which have most value for use at

individual level, staff level, and program/agency level.

b. Customize Parameters of Key Reports: For each key report format, identify the most

valuable parameter settings; this may result in multiple versions of the same report set

up with different parameters.

c. Create a Common Language: Identify a Naming Convention so that Key Reports can be

easily located, referenced and communicated; e.g., “I ran the Client Progress Initial to

Discharge Key Report and found…”

d. Identify a Process for Key Reports: Identify a process for how/when and why reports

will be run; identify how reports will be distributed (push reports or pull reports?).

e. Create a Common Understanding: Document how to use each Key Report; create user

guides with screenshots and example interpretations of mock data; a Key Report User

Guide could be used as reference or for training staff; Additional parameter options;

how to customize.

Through this project five Key Objective Arts Template Reports were identified as most valuable, in order

of importance.

1. Tickler with Episodes Report

2. Impact Report

3. TCOM Average Impact

4. TCOM Caseload Progress

1.1 Scope

This document provides instructions for administrators and users of the four Key Reports. The document

identifies uses of each report as well as a process for administrators to calibrate Report Templates and

share them with staff. It also provides instruction for users to run and interpret reports.

1.2 Objective Arts Software

The reports described in this user manual are contained within the Reports module of the Objective Arts

software. This manual has been created by a third party, the Praed Foundation. The report templates

are developed and maintained as part of the Objective Arts software package. Any changes or technical

support required for report errors should be directed to support of the Objective Arts software.


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1.3 Overview of Reports

An overview of the four report templates and their uses are described here. Further information about

each report can be found in its corresponding chapter (2-6) of this document.

Quality Assurance Reports

A. Key Report 01 – Reminder Report

Based on the Tickler with Episodes template

Show progress of pre-specified questions over time Uses:

Identify upcoming assessments which are due Identify when clinicians are late with updating assessments

Pros: Useful for sending out reminders Useful for compliance reviews

B. Key Report 02 - Caseload Progress

Based on the TCOM Caseload Progress template

Show clinician actionable item load by client Uses:

Shows individual change in number of treatment needs for each client in a caseload for a clinician

Pros: Can be used by supervisors or clinicians to review caseloads

Outcomes Reports A. Key Report 03 – Item Impact Report

Based on the Impact template

Lists Time1/Time2 change percentages Uses:

Identifies proportions who were actionable at initial Identifies of those actionable, percentage resolved, if

discharged Pros:

Could potentially identify items where programs are impacting issues and where programs are not making good progress on items

B. Key Report 04 – Domain Impact Report

Based on the TCOM Average Impact Template

Shows Actionable Item progress by domain Uses:

Compares time 1 average number of actionable treatment needs to time 2 average number of actionable treatment needs by domain

Pros: Provides an indicator for comparison across groups


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1.4 General Overview of Process to Administrate Reports

The general process will entail having an administrator or super user create a comprehensive

complement of key report templates with specific parameters from each OA report template. For

example, an administrator may create one report for each of the CANS/ANSA instruments for each

reporting unit. Thus, one OA report template might be used to create a dozen key reports templates.

The Admin will then share the Key Report templates with all of the relevant users. Users will run the

reports and use this manual and associated training material to interpret the reports in order to make a

decision regarding the care of the youth or the processes in the program.

1. Admin Set Up Template Reports

2. Admin Uses Key Report Naming Convention

3. Admin Shares Template Reports

4. Users Run Report

5. User Interprets the Reports and Makes Decisions

1.5 Establishing Templates for a Report

Administrators should establish as set of report templates with sets of desired parameters. Staff can

either run each report template to review results immediately or have a pdf of the results sent to their

email inbox.

To Set Up Templates for Your Staff to Use

1. Once logged into your account to create/view new reports click on the ‘Reports’ icon

on the top left of your screen, as seen in Figure 1.5.1.


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Figure 1.5.1 Creating a New Template

a) All of your personal saved reports will be displayed on this page along with a brief

description of the report, the report type, and the date the report was last modified, as

seen on Figure 1.5.2.

Figure 1.5.2 Display of the Listed Reports

1.6 Sharing Template Reports with Other Staff

Once a template is set up with the desired criteria in the Personal Reports tab, you can share it with

other users by moving a copy of it to the Master Reports tab, as seen in Figure 1.6.1.


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To Share Templates with Other Staff

1. From the Personal Reports tab, select the report template to share and select the ‘Copy to

Master’ button, as seen in Figure 1.6.1. Select OK once prompted.

2. Move to the Master Reports tab. You may need to refresh the window in order to see the

report.

3. As seen in Figure 1.6.2, double click on the template and now a ‘Shared Roles’ option appears in

the report properties window. Expand the ‘Shared Roles’ and select the appropriate user types

who will be able to use the report.

4. Save the report template properties. It should now appear in the Shared Reports tab for the

appropriate user types.

Figure 1.6.1 Copy Report to Master Reports

Figure 1.6.2 Share Master Report


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Chapter 2: Key Report 01 – Reminder Report

As seen in Figure 2.1, the Tickler with Episodes Report – which we refer to as the Key Report 01-

Reminder Report – shows progress of pre-specified questions over time. It can be useful for sending out

reminders of upcoming assessments due and identifying when clinicians are late with assessments for

compliance reviews.

Figure 2.1 KR01 - Reminder Report Overview

2.1 Establishing Templates of the Report

Administrators should establish a set of report templates with sets of desired parameters. For example,

the administrator may want to create a report template for each reporting unit and/or for each

assessment type. The report template names can be changed to reflect the specific parameter settings

for that report (e.g., “KR01 Reminders – TBS Children” and “KR01 Reminders – FSP TAY”). Once the

templates are established and shared with staff, staff can quickly run each report template to review

results immediately or have a pdf of the results sent to their email inbox.

To Set Up Templates for Staff to Use:

1. Once logged into your account, navigate to the Reports section and follow the instructions in

Section 1.5 to create a new report template selecting the “Tickler with Episodes” template; or

double click on the template already established in your Personal Reports tab to modify your

existing template.

a) This will present the parameters for the selected report, as shown in Figure 2.1.1, in the

section on the right side of your screen.

2. Set up the parameters for the report. The parameters for this template are listed in Figure 2.1.1.


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Figure 2.1.1 List of Parameters for KR 01 Reminders Report

a) Name & Description

i. As seen in Figure 2.1.1, the name and description are displayed at the top of the

list of parameters. Create a user-friendly name and description specific to the

report parameters set in the template. For example, you may want to name the

report “KR01 Reminders - Lodi TBS Program for CANS” and give it a description

which states: “This report provides reminders of upcoming and recently past

due CANS for the Lodi TBS program.”

Naming Convention: We suggest that you begin names of all templates

for these reports as ‘KR01 Reminders –’, representing that all templates

belong to the same group of assessment reminder reports identified as

‘Key Report 01’.

b) Sliding Date Range or Specified Date Range

i. The Sliding Date Range is designed to allow users to select from various date

ranges for the report, as shown in Figure 2.1.2. However, the date range for this

report restricts the results to only those client placements which opened and

closed within the date range specified. Therefore, do not include a date range

and leave this field with its default values, as seen in Figure 2.1.2.


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Note: Specifying a date range will create reports with few or no matching client

placements. In order to view the report, leave this portion of the parameters empty.

Figure 2.1.2 Selecting Date Ranges for the Report

ii. Clicking on ‘Allow Runtime Override’ will provide more time for long reports to

run without a server timeout which could cancel long reports before they finish

processing.

c) Instruments

i. As seen in Figure 2.1.4, the ‘Instruments’ allow users to select the appropriate

assessment type used for the report. The user can select one or more

instruments, but at least one instrument must be selected.

Figure 2.1.4 Selecting the Assessment Type

d) Client Status

i. This is designed to allow the user to select active and/or inactive clients that

would be included in the report, as shown in Figure 2.1.5. However, this report

must be set to either ACTIVE_ONLY or BOTH. These options will return the same

results, which will include active clients as well as recently closed clients within

the ‘Month Range’ setting.

Note: Specifying INACTIVE_ONLY will result in a report with no information.


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Figure 2.1.5 Selecting the Client Status

e) Assessors

i. This allows the user to limit the report to just certain assessors who completed

the assessment, as shown in Figure 2.1.6.

Figure 2.1.6 Selecting the Assessors

f) Month Range

i. The Month Range allows the user to look at assessment completeness for client

placements which were recently closed. As seen in Figure 2.1.7, setting the

month range to 6 months, for example will return inactive cases which were

closed in the last 6 months up to today’s date in addition to open cases. If this

field is left blank, the report will include all cases closed within the past 3

months from the End Date, by default.


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Figure 2.1.7 Setting the Months Range

g) Only Include Clients with Missing Assessments

i. Clicking the check box displayed in Figure 2.1.8 will create reports that only

display clients who have missing assessments. Clients with all assessments

completed of those due will be excluded from the report.

Figure 2.1.8 Including Missing Assessment into the Report

h) Reporting Units

i. Select the appropriate reporting unit for the report.

Figure 2.1.9 Selecting the Reporting Units

i) Tags

i. This parameter allows users to identify any client demographics (e.g. ethnicity,

language, etc.) on which to filter into the report, as shown in Figure 2.1.10.


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Figure 2.1.10 Selecting Tags

3. Click the ‘Save’ button at the top of the parameters box to save the changes made.

Note: This will cause the parameters region to appear to go blank, but the changes

will be saved.

After the administrator creates several templates for staff to use, the administrator should share the

templates with the staff who will run the report, as described in the instructions in 1.6 Sharing Template

Reports with Other Staff. Staff will then see the templates in their Shared Reports tab.

2.2 Running and Interpreting Reports

Once report templates have been set up and shared with staff, staff can quickly run each report

template to review results immediately or have a pdf of the results sent to their email inbox.

To Run the Report

1. Select the record from the Reports tab and then Click on the ‘Run’ icon at the top of the reports

list, as shown in Figure 2.2.1, to perform one of the following functions. A drop-down menu will

appear.

a) Click on the ‘Immediate’ button to have the report pop up on your internet browser’s

next tab.

b) Alternatively, click on the ‘Delivered’ to have the report sent to your email account.

Figure 2.2.1 Running a Report


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To Interpret the Report

1. The first pages of the report will display all of the Reporting Units which are represented by the

data in the report. After that initial list of Reporting Units, the report will display pages which

organize clients by Assessor, with the Assessor’s name at the top of the first column, as seen in

Figure 2.2.2. Each client will have an Opening Date and a Closing Date (if applicable). The Closing

Date represents the date the episode was closed, if it is closed.

2. Assessments are displayed horizontally and include the initial (in the “Initial” column) and three

most recent prior assessments (in the “Prior #1”, “Prior #2” and “Prior #3” columns). If more

than four assessments exist, then those which are before the three most prior and after the

initial will not display. In addition, the next upcoming assessment due date is displayed in the

farthest right column with the header “Upcoming”.

3. Assessments which were completed show in black text.

a) Completed assessment also display a status box, which could include:

i. As = Assigned

ii. Su = Submitted

iii. Ap = Approved

iv. Re = Rejected

v. De = Deleted

b) If the assessment satisfies the requirements for the collection window for a discharge,

then a (D) will also appear following the assessment date.

4. Assessments which are past due show in red text.

a) An assessment becomes past due on the day after it was due.

i. If a pencil shows next to the past due assessment, this means that the window

to collect the assessment is still open, and a user can still submit an assessment

to comply with an allowable timely assessment window. In this case, once the

assessment is submitted, the red text will turn to black and show the actual date

the assessment was collected.

ii. Alternatively, if a triangle exclamation icon is displaying next to the red text, this

means that the assessment is long past due and that the allowable assessment

collection window has closed. In this case, the user can still submit an

assessment, but the submitted assessment will not clear out the past due

assessment. The newly submitted assessment will show in black but will not

satisfy the prior assessment due, which will continue to display in red

with a triangle exclamation icon.


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Figure 2.2.2 Interpreting the Main Report

5. As seen in Figure 2.2.3, clicking on a specific client name will launch a sub report displaying all of

the Assessments for the case, including Reason, Status and Date.

Figure 2.2.3 Interpreting the Sub Report

Chapter 3: KR02 Caseload Progress

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Chapter 3: Key Report 02 - Caseload Progress

As seen in Figure 3.1, the TCOM Caseload Progress Report – which we refer to as the Key Report 02 –

Caseload Progress – displays the progress of an Assessor’s clients throughout updates of each client’s

assessments. It can be useful for tracking when assessments have been completed and for tracking the

progress of a client under all or individual domains in that assessment.

Figure 3.1 KR02 - Caseload Progress Report Overview




assessment type. The report template names can be changed to reflect the specific parameter settings

for that report (e.g., “KR02 Caseload Progress – TBS Children” and “KR02 Caseload Progress – FSP TAY”).

Once the templates are established and shared with staff, staff can quickly run each report template to

review results immediately or have a pdf of the results sent to their email inbox.



Section 1.5 to create a new report template selecting the “TCOM Caseload Progress” template;

or double click on the template already established in your Personal Reports tab to modify your

existing template.


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Figure 3.1.1 List of Parameters for Tickler with Episodes Report





report “KR02 Caseload Progress – Strengths in Lodi TBS Program” and give it a

description which states: “This report provides caseload progress for each

client’s actionable strength items over time for the Lodi TBS program.”

Naming Convention: We suggest that you begin names of all templates

for these reports as ‘KR02 Caseload Progress –’. For example, ‘KR02

Caseload Progress – Strengths’ represents that a template belonging to

the same group of reports identified as ‘Key Report 02’ demonstrating

caseload progress, specifically in the strengths domain items.


i. The Sliding Date Range allows users to select from various date ranges for the

report, as shown in Figure 3.1.2. These prespecified date ranges will include all

open cases along with any cases which were closed during the period specified.


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Note: The report will always return all open cases regardless of date selection.

Selecting the sliding or specified date range only adjusts which closed cases are

included in the report.


ii. Alternatively, selecting ‘Specified Date Range’ in the Sliding Date Range

parameter will allow you to adjust the ‘Start Date’ and ‘End Date’ in which to

include closed cases, as seen in Figure 3.1.3.

iii. In the example in Figure 3.1.3, the report will include all currently open cases as

well as all cases which were closed between 1/1/2017 and 12/31/2017.

Figure 3.1.3 Selecting Specific Start and End Dates

iv. Clicking on ‘Allow Runtime Override’ will provide more time for long reports to


processing.

c) Instruments

i. As seen below in Figure 3.1.4, the ‘Instruments ’allow users to select the

appropriate assessment type for the report.



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d) Assessment Item(s)

i. In this section, as seen in Figure 3.1.5, select the domains and items to be

included in the report. The report will count up all selected items which were

scored as a 2 or 3 on an assessment as a total number of Treatment Needs for

that assessment. For example, if you select only the Caregiver Needs domain

and all its items, the report will display the specific number of Treatment

Needs (scored as 2 or 3) for caregivers.

ii. Alternatively, click ‘Select All’ if you would like to produce a report with all the

domains as seen as seen below in Figure 3.1.5.

Figure 3.1.5 Assessment Items Selection

iii. To create a report with only a set of specific item(s), you may click the check

box next to the each individual item, as desired.

Note: If no assessment items are selected, you will not be able to save or run a

report.


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e) Assessors

i. This allows the user to limit the report to just certain assessors as shown in

Figure 3.1.6.

Figure 3.1.6 Selecting the Assessors

f) Reporting Units

i. Select the appropriate reporting unit for the report, as seen in Figure 3.1.7.


g) Aggregate RU

iv. Click the check box in this section to merge all clients in the same caseload

across Reporting Units for an Assessor. This will only affect the report if an

Assessor has clients across multiple Reporting Units. If the box is not checked,

the Assessor’s clients will be displayed in separate sections respective to their

Reporting unit, as that Assessor will be displayed in each Reporting Unit for

which the Assessor has clients.

h) Assessment Status(es)

i. As shown below in Figure 3.1.8, this parameter allows users to select one or

more stages of assessments’ status for the report. For example, the user may

want to restrict the report to count treatment needs from only ‘Approved’

assessments.

Figure 3.1.8 Assessment Status Selection


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will be saved.







To Run the Report



appear.


next tab.




The first pages of the report will display all of the Reporting Units which are represented by the data in

the report. After that initial list of Reporting Units and as seen in Figure 3.2.2, the report will display sets

of clients for each Assessor, as many as five clients to a page. Each assessment for a client will be

stacked vertically from top (earliest) to bottom (latest) assessment. The total count of treatment needs

(items scored as 2 or 3) on that assessment for the items selected for inclusion in the report are

displayed as a bar.


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Figure 3.2.2 Interpreting the Report

Note: It is important to note that if a client has 49 treatment needs at initial and 49

treatment needs at 1st update, as is displayed in the example in Figure 3.2.2,

that this does not mean that nothing has changed. Many of the treatment

needs from the initial could have been resolved, but just as many new

treatment needs were discovered. For example, 10 treatment needs might

have been addressed and 10 new treatment needs discovered. It is common

early in an episode to discover new items as staff build trusting relationships

with clients and as clients continue to share or develop their stories.

Chapter 4: KR03 Item Impact Report

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Chapter 4: Key Report 03 – Item Impact Report

As seen in Figure 4.1, the Item Impact Report – which we refer to as the Key Report 03-Item Impact

Report - shows the percentage of the domain scores at the initial assessment, initial and discharge

assessments, and groups the clients based on their score in the assessment.

Figure 4.1 KR03 – Item Impact Report Overview




assessment type – or for a specific set of domain items, such as for a strengths report. The report

template names can be changed to reflect the specific parameter settings for that report (e.g., “KR03

Item Impact – TBS Children” and “KR03 Item Impact – FSP TAY”). Once the templates are established

and shared with staff, staff can quickly run each report template to review results immediately or have a

pdf of the results sent to their email inbox.


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Section 1.5 to create a new report template selecting the “Impact Outcome Report” template;

or double click on the template already established in your Personal Reports tab to modify your

existing template.




Figure 4.1.1 List of Parameters for Report





report “KR03 Item Impact on Risk Behaviors – Lodi TBS Program” and give it a

description which states: “This report provides the proportion of children/youth

presenting with risk behaviors (scored as 2 or 3) as well as the proportion of


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youth who resolved, improved or worsened in scores for risk behaviors for the

Lodi TBS program.”

1. Naming Convention: We suggest that you begin names of all templates

for these reports as ‘KR03 Item Impact on XXX –’, representing that all

templates belong to the same group of reports identified as ‘Key Report

03’ demonstrating impact on some set of domain items (replace XXX

with the specific domain items or with ‘All Items’).

b) Time 1 Sliding Date Range or Start Date

i. The Time 1 Sliding Date Range allows users to select from various date ranges to

restrict the “From Assessment Type” for the report, as shown in Figure 4.1.2.

1. The Time 1 Sliding Date Range binds Time 1 of the From Assessment

Type selected for the report. For example, if the user selects ‘Initial’ for

the From Assessment Type, then the Sliding Date Range will include

records which have an Initial Assessment within the sliding date range

selection.

Figure 4.1.2 Selecting Time 1 for Report

ii. Alternatively, selecting nothing in the Time 1 Sliding Range, but then entering

dates in the ‘Time 1 Start Date’ and ‘Time 1 Ending Date’ will allow you to limit

the Time 1 Assessments to the date range entered, as seen in Figure 4.1.2.

iii. Alternatively, selecting noting in the Time 1 date fields will allow the Time 1

Assessments to be from any time period.


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iv. Clicking on ‘Allow Runtime Override’ will provide more time for long

reports to run without a server timeout which could cancel long reports

before they finish processing.

c) Time 2 Sliding Date Range or Start Date

i. The Time 2 Sliding Date Range allows users to select from various date ranges to

restrict the “To Assessment Type” for the report, as shown in Figure 4.1.3.

1. The Time 2 Sliding Date Range binds Time 2 of the From Assessment

Type selected for the report. For example, if the user selects ‘Planned

Discharge’ for the To Assessment Type, then the Sliding Date Range will

include records which have a Planned Discharge Assessment within the

sliding date range selection.

Figure 4.1.3 Selecting a Time 2 Date for Report

i. Alternatively, selecting nothing in the Time 2 Sliding Range, but then entering

dates in the ‘Time 2 Start Date’ and ‘Time 2 Ending Date’ will allow you to limit

the Time 2 Assessments to the date range entered, as seen in Figure 4.1.3.

ii. Alternatively, selecting noting in the Time 2 date fields will allow the Time 2

Assessments to be from any time period.

iii. Clicking on ‘Allow Runtime Override’ will provide more time for long reports

to run without a server timeout which could cancel long reports before they

finish processing.

d) Instruments

i. As seen below in Figure 4.1.4, the ‘Instruments’ allows users to select the

appropriate assessment type used for the report.


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e) Assessments Item(s)

i. In this section, as seen in Figure 4.1.5, select the domains and items to be

included in the report. The report will include a count of all clients assessed as

well as a count of those presenting with a score of 2 or 3.

ii. Alternatively, click ‘Select All’ if you would like to produce a report with all the

domains as seen as seen below in Figure 4.1.5.


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Figure 4.1.5 Assessment Items Selection

iii. To create a report with a specific domain(s) you may click the check box next to

the domain(s) desired.

Note: If an assessment item is not selected, you will not be able to save or run a

report.

f) From Assessment Type

i. As seen in Figure 4.1.6., this parameter sets the primary boundary for the

Assessment Time 1 from when the initial assessment was taken. Different

options will appear depending on the Instrument selected.

Figure 4.1.6 Selecting Assessment Type Primary Boundary

Note: Failing to select a parameter in this option will prevent the report to be saved

or run.

g) To Assessment Type

i. As seen in Figure 4.1.7, this parameter identifies the types of Assessments for

Time 2. If multiple options are selected, it will take the last assessment of the

qualifying assessment for each client.

Figure 4.1.7 Assessment Type Secondary Boundary


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Note: After running the report, the ‘To Assessment Type’ parameter will be

displayed as ‘Discharge’ in the results, but it may include only Scheduled

Updates if it is the only option selected.

h) Assessment Distance

i. This allows users to input a minimum number of months in between the

Assessment Time 1 Date and the Assessment Time 2 Date for the clients, as

shown in Figure 4.1.8.

Figure 4.1.8 Assessment Distance

i) Minimum Duration

i. This allows users to input a minimum number of months in between the Episode

Start Date and the Assessment Time 2 Date for the clients, as shown in Figure

4.1.9. The Assessment Start Date is usually before the Assessment Time 1 Date,

and therefore allows for a slightly different time restriction criteria as compared

to the Assessment Distance criterion.

Figure 4.1.9 Minimum Duration

j) RPT Unit/Tag Filter

i. With the Reporting Units toggle selected, select the appropriate reporting unit

for the report, as seen in Figure 4.1.10.


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Figure 4.1.10

ii. Alternatively, switch the toggle to the Reporting Unit Tags option and select a

tag which would be associated with a group of reporting units, such as TBS, for

example.

Figure 4.1.11

Note: A selection must be made from either the Reporting Units or the Reporting

Unit Tags options for the report to run. Switching between the toggles clears

the selections. Selections can only be made on one of the options.

k) Aggregate RU

i. Click the check box in this section to merge data across all reporting units

selected for the report. This will show the results in one final table containing all

reporting units combined.

l) Tags

i. This parameter allows users to identify any client demographics (e.g. ethnicity,

language, etc.) they wish to filter into the report, as shown in Figure 4.1.12.


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Figure 4.1.12 Client Tags

m) Assessment Status(es)

i. As shown in Figure 4.1.13, this parameter allows users to select one or multiple

stages of the assessment’s status for the report. By default, Submitted and

Approved assessments are selected for inclusion in the report.

Figure 4.1.13 Selecting Assessment Status

n) Age Range(s)

i. Users may select a specific age range for their report, as seen in Figure 4.1.14.

Figure 4.1.14 Selecting an Age Range

Note: If an age range is not selected, the software will run all the ages in the report

by default.

o) Gender

i. Optionally, select a gender to limit the report to a Males or Females.


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Figure 4.1.14 Selecting an Age Range

Note: If a gender is not selected, the software will run both genders in the report by

default.



will be saved.







To Run the Report



appear.

c) Click on the ‘Immediate’ button to have the report pop up on your internet browser’s

next tab.

d) Alternatively, click on the ‘Delivered’ to have the report sent to your email account.




data in the report. After that initial list of Reporting Units and the report will display the

resulting tables for each reporting unit or for all reporting units combined if the Aggregate RU


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option was selected, as in the example in Figure 4.2.2. Some of the report parameters

(Discharge Reasons, Assessment Statuses and Items) appear prior to the first table.

2. Clicking on any of the hyperlink values in the table of the report will open a sub report of the

clients represented by the denominator of the hyperlinked value, as seen in Figure 4.2.3.


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Figure 4.2.3 Item Impact Report Hyperlinked Sub Report

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Chapter 5: Key Report 04 - Domain Impact Report

The Domain Impact report shows actionable item progress by domain. User can compare time 1 average

number of actionable treatment needs to time 2 average number of actionable treatment needs by

domain to identify overall improvements in actionable items by domain.

Figure 5.1 KR04 – Domain Impact Report Overview




assessment type – or for a specific domain, such as for a strengths report. The report template names

can be changed to reflect the specific parameter settings for that report (e.g., “KR04 Domain Impact –

TBS Children” and “KR03 Domain Impact – FSP TAY”). Once the templates are established and shared

with staff, staff can quickly run each report template to review results immediately or have a pdf of the

results sent to their email inbox.

To Set Up Templates for Staff to Use


Section 1.5 to create a new report template selecting the “TCOM Average Impact” template; or

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double click on the template report already established in your Personal Reports tab to modify

your existing template.




Figure 5.1.1 List of Parameters for the Report


ii. As seen in Figure 5.1.1, the name and description are displayed at the top of the



report “KR04 Domain Impact on Core+Suicide at Planned Discharge – Lodi TBS”

and give it a description which states: “This report provides the average number

of treatment needs per child for each of the core domains plus the Suicide Risk

module – comparing initial to planned discharge.”

1. Naming Convention: We suggest that you begin names of all templates

for these reports as ‘KR04 Domain Impact on XXX –’, representing that

all templates belong to the same group of reports identified as ‘Key

Report 04’ demonstrating impact on some set of domains (replace XXX

with the specific domains).


iii. The Sliding Date Range allows users to select from various date ranges for the

report, as shown in Figure 5.1.2.


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i. Alternatively, selecting ‘Specified Date Range’ in the Sliding Date Range

parameter will allow you to adjust the ‘Start Date’ and ‘End Date’, as seen in

Figure 5.1.3.

ii. The report will return all clients who were discharged in the time frame.

Figure 5.1.3 Selecting Specific Start and End Dates

iii. Clicking on ‘Allow Runtime Override’ will provide more time for long reports to


processing.

b) Instruments

i. As shown below in Figure 5.1.4, the ‘Instruments’ allow users to select the

appropriate assessment type used for the report.


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Figure 5.1.4 Selecting Assessment Type

c) Assessments Domain(s)

i. These are the domains of the assessment selected to produce the report on.

The domains displayed will vary in each report depending on the assessment

you selected in the previous parameters.

ii. Click ‘Select All’ if you would like to produce a report with all the domains, as

seen in Figure 5.1.5 (not recommended).

iii. To create a report with a specific domain(s) you may click the check box next to

the domain(s) desired (recommended).

Note: It is recommended that the user limit the report to 5-6 domains or fewer.

More domains will cause the report to be difficult to read as the chart labels

will overlap. A separate template can be created for sets of 5-6 domains.

Figure 5.1.5 Assessment Domains Selection

d) From Assessment Type

iv. As seen in Figure 5.1.6., this parameter sets the primary boundary for the

Assessment Time 1 from which the report will extract information from.

Different options will appear depending on the Instrument selected. Select the

‘Initial Assessment’ for this option.


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Figure 5.1.6 Selecting Assessment Type Primary Boundary

Note: When available, failing to select a parameter in this option will prevent the

report to be saved or run. Also, if there are several scheduled updates or

major life events per youth, then each youth may contribute more than one

data point, sometimes and often unequally. It is recommended that these

options are not selected. Also, it would not make sense to select a discharge

option to compare to a discharge option. It is recommended that the user

only select the Initial Assessment here.

e) Discharge Assessment Type(s)

v. As seen in Figure 5.1.7, this parameter sets the secondary boundary for the

Assessment Time 2 from which the report will extract information from.

Figure 5.1.7 Discharge Assessment Type(s)

Note: After running the report, the ‘To Assessment Type’ parameter will be

displayed as ‘Discharge Reasons’ in the results.

f) Reporting Units

i. Select the appropriate reporting unit for the report.


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g) Aggregate RU

i. Click the check box in this section to merge data across all reporting units

selected for the report. This will show the results in one final table containing all

reporting units combined.

h) Assessment Status(es)

i. As shown below in Figure 5.1.7, this parameter allows users to select one or

multiple stages of assessments’ status for the report. For example, the user may

want to restrict the report to count treatment needs from only ‘Approved’

assessments.

Figure 5.1.7 Assessment Status Selection



will be saved.





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To Run the Report



appear.


next tab.





data in the report. After that initial list of Reporting Units and the report will display the

resulting tables for each reporting unit or for all reporting units combined if the Aggregate RU

option was selected, as in the example in Figure 5.2.2. Some of the report parameters (Period,

Instrument, Assessment Reasons, Assessment Statuses and Domains) appear prior to the first

table.

Note: It is important to note that if a set of clients had an average of 2.7 treatment

needs at initial and 2.9 treatment needs at discharged, as is displayed for Life

Functioning Domain under Reporting Unit #2 in the Figure 5.2.2, that this does

not mean that all youth got worse. Some of the treatment needs from the

initial could have been resolved but this report shows that more treatment

needs were discovered than were resolved. For example, 10 treatment needs

might have been addressed and 15 new treatment needs discovered. It is

common early in an episode to discover new items as staff build trusting

relationships with clients and as clients continue to share or develop their

stories. It is impossible to tell from this report how many treatment needs

were resolved versus how many were discovered.

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